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Referring Physician and Local Provider Communication Plan (3.04)

Referring Physician and Local Provider Communication Plan (3.04) - Policies, Administrative, UWHC, Department Specific, Transplant, Transplant - Solid Organ

3.04



POLICY & PROCEDURE
Effective Date: June 2007
Revised Date: June 2015
Title: Referring Physician and Local Provider
Communication Plan Policy Number: 3.04

Page 1 of 3
I. PURPOSE

The purpose of this policy is to establish guidelines for a uniform and systematic method for the
communication to the referring physician and pertinent local providers.

II. POLICY

A. Communication to referring physicians and other local providers will be consistent and timely.
The local provider(s) may include the primary care physician, dialysis center, or other providers
significantly involved in the patient’s care.

B. It is the policy of the UW Transplant program to adhere to the University of Wisconsin
Hospital and Clinics (UWHC) standards of patient care, as well as the standards determined by
regulatory and accrediting agencies, such as The Joint Commission, the Organ Procurement and
Transplantation Network (“OPTN”) and the United Network of Organ Sharing (“UNOS”) and the
Centers for Medicare and Medicaid Services (“CMS”), and any State and Federal laws.


III. PROCEDURE

A. Referral Phase
1. Request for medical records

B. Evaluation
1. Communication (letter or dictation) to referring physician and local providers is sent by
consulting transplant surgeon and/or medical physician at time of initial consultation.
2. The local provider (referring and/or primary care physician) and/or dialysis center (if
applicable) is notified if additional/updated testing is needed to complete the evaluation,
and if arrangements need to be made locally.
3. Letter to referring physician, local providers and dialysis unit (if applicable) is sent by
transplant coordinator or clinic assistant after formal evaluation and review by the
multidisciplinary team outlining the decision about the patient’s eligibility for
transplantation (see organ specific Evaluation Policy).
4. Dialysis centers have access to monthly patient status reports upon request.







POLICY & PROCEDURE
Effective Date: June 2007
Revised Date: June 2015
Title: Referring Physician and Local Provider
Communication Plan Policy Number: 3.04

Page 2 of 3
C. Awaiting Transplant
1. Communication (letter or dictation) to the referring physician and local providers by
transplant faculty or other healthcare provider each time the patient is seen in transplant
clinic.
2. The local provider (referring and/or primary care physician) and/or dialysis center (if
applicable) is notified if additional/updated testing is needed to be arranged locally.
3. Should the patient’s health status change while waiting and the patient is no longer a
candidate for transplantation, a letter will be sent to referring physician and dialysis unit
(if applicable) advising them of this change (see Policy 3.05).

D. Transplant
1. Communication (letter or phone call) to referring physician, local providers and dialysis
unit (if applicable) when patient is transplanted.
2. A copy of the discharge summary is provided to the referring physician and local
providers at time of discharge.

E. Post-Transplant
1. Communication (dictation or letter) to local providers by transplant faculty or other
healthcare provider for each clinic visit.
2. A copy of any discharge summaries from inpatient stays at UWHC are provided to the
local providers at time of discharge.
3. Transplant coordinator and faculty initiate communication to local providers as needed
to respond to patient care needs.

IV. COORDINATION

University of Wisconsin Transplant Program

I. REVIEWED AND APPROVED BY

Kidney Transplant Manager
Liver Transplant Manager
Heart and Lung Transplant Manager
Operations Director







POLICY & PROCEDURE
Effective Date: June 2007
Revised Date: June 2015
Title: Referring Physician and Local Provider
Communication Plan Policy Number: 3.04

Page 3 of 3
II. SIGNED BY


________________________________ _________________________________
Jill Ellefson, MBA Dixon Kaufman, M.D., PhD
Director, Organ Donation and Transplant Service Line Chair, UW Transplant Program